Privacy Policy

Last Updated: November 16, 2025

CaseFlow, LLC ("CaseFlow," "we," "us," or "our") provides a legal practice management platform that connects law firms with clients through our Services. This Privacy Policy explains how we collect, use, disclose, and protect your personal information.

Scope of This Policy

This Privacy Policy applies to information we collect through:

  • Our website (www.withcaseflow.com)
  • Our web-based platform
  • Our mobile applications
  • SMS notifications and communications
  • Any related services

This Privacy Policy does not apply to:

  • Third-party websites or services we don't own or control
  • Information practices of law firms using our platform (they have their own privacy obligations)

Important Information

Changes to This Policy: We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Posting a notice on our website
  • Sending you an email
  • Other appropriate means

Your continued use of our Services after changes are posted constitutes acceptance of the updated Privacy Policy.

Information We Collect

We collect several types of information from and about users of our Services.

Information You Provide Directly

Account Registration: When you create an account, we collect:

  • Name
  • Email address
  • Phone number
  • Business name (for law firms)
  • Professional credentials (for attorneys)
  • Payment information (for law firms)
  • Password and login credentials

Profile Information: You may provide additional information such as:

  • Business address
  • Practice areas
  • Professional biography
  • Profile photo
  • Case type preferences

Client Intake Information: When using our intake features, we may collect:

  • Contact information
  • Case details
  • Legal matter descriptions
  • Documents and files
  • Any information provided through intake forms

Communications: We collect and store:

  • Messages sent through our platform
  • SMS communications
  • Support requests
  • Feedback and survey responses

Payment Information: For billing purposes, we collect:

  • Credit card information (processed by third-party payment processors)
  • Billing address
  • Transaction history

Information Collected Automatically

Usage Information: When you use our Services, we automatically collect:

  • IP address
  • Device type and identifier
  • Operating system and browser type
  • Pages viewed and features used
  • Time and date of access
  • Referring website
  • Search queries
  • Click-stream data

Location Information: We may collect:

  • Approximate location based on IP address
  • Precise location from mobile devices (with your permission)

Cookies and Tracking Technologies: We use:

  • Cookies: Small data files stored on your device to recognize your browser and remember preferences
  • Web Beacons: Tiny graphics used to track usage patterns and measure service performance
  • Analytics Tools: Services like Google Analytics to understand how users interact with our Services

You can control cookies through your browser settings, but disabling cookies may limit your ability to use certain features.

Information from Third Parties

Third-Party Accounts: If you connect your account with third-party services (like Google, Microsoft, or social media), we may access:

  • Profile information
  • Contact lists
  • Authentication credentials
  • Other information permitted by your privacy settings

Contact Information: If you sync your contacts with our Services, we may access your contact list to:

  • Identify connections between law firms and clients
  • Facilitate referrals
  • Suggest relevant connections

Third-Party Contact Information: You may upload information about individuals not registered on our Services (such as client names, phone numbers, email addresses). You are responsible for obtaining necessary authorization before uploading this information.

Information from SMS Communications

When you communicate via SMS through our platform:

  • Message content
  • Phone numbers
  • Delivery status
  • Timestamps
  • Opt-in/opt-out preferences

How We Use Your Information

We use the information we collect for the following purposes:

Provide and Improve Services

  • Create and manage your account
  • Deliver the Services you request
  • Process payments and transactions
  • Enable communication between law firms and clients
  • Send SMS notifications and alerts
  • Provide customer support
  • Improve and personalize your experience
  • Develop new features and services

Communications

  • Send service-related announcements
  • Respond to your inquiries
  • Provide technical support
  • Send promotional emails (with opt-out option)
  • Deliver SMS notifications about case updates
  • Send administrative information about your account

Analytics and Research

  • Analyze usage patterns and trends
  • Conduct research and development
  • Monitor and improve service performance
  • Generate aggregated, de-identified statistics
  • Test new features

Security and Fraud Prevention

  • Verify your identity
  • Detect and prevent fraud or abuse
  • Protect the security of our Services
  • Investigate suspicious activity
  • Enforce our Terms of Use

Legal and Compliance

  • Comply with legal obligations
  • Respond to legal requests and court orders
  • Protect our rights and property
  • Enforce our agreements
  • Resolve disputes

How We Share Your Information

We share your information only in the following circumstances:

With Other Users

Law Firm to Client Communication: When law firms and clients communicate through our platform:

  • Law firms can see client contact information and case details
  • Clients can see law firm information and attorney profiles
  • Messages and communications are visible to both parties

Profile Information: Certain profile information may be visible to other users, such as:

  • Attorney names and credentials
  • Law firm information
  • Practice areas
  • Public profile details

With Service Providers

We share information with third-party service providers who perform services on our behalf:

  • AWS (Amazon Web Services): Cloud hosting and data storage
  • Twilio: SMS messaging services
  • Payment Processors: Processing payments (we do not store complete credit card information)
  • Analytics Providers: Understanding service usage
  • Customer Support Tools: Providing support services

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

For Legal Reasons

We may disclose your information when required by law or when we believe disclosure is necessary to:

  • Comply with legal obligations, court orders, or legal process
  • Enforce our Terms of Use or other agreements
  • Protect the rights, property, or safety of CaseFlow, our users, or the public
  • Detect, prevent, or investigate fraud, security issues, or illegal activity

Business Transfers

If CaseFlow is involved in a merger, acquisition, sale of assets, bankruptcy, or other business transaction, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

With Your Consent

We may share your information for other purposes with your explicit consent.

Aggregated and De-Identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you. This information may be shared with:

  • Partners to improve services
  • Researchers for industry analysis
  • The public for transparency purposes

Your Choices and Rights

You have several choices regarding your information:

Account Information

You can access, update, or delete your account information by:

  • Logging into your account settings
  • Contacting us at sales@caseflowtech.com

Information you can typically access and update includes:

  • Name and contact information
  • Password and security settings
  • Payment information
  • Profile details
  • Communication preferences

Communication Preferences

Email: You can opt out of promotional emails by:

  • Clicking "unsubscribe" in any promotional email
  • Adjusting your email preferences in account settings

You cannot opt out of certain service-related emails (account notifications, security alerts, etc.).

SMS Messages: You can opt out of SMS messages by:

  • Replying "STOP" to any SMS message
  • Adjusting your SMS preferences in account settings
  • Contacting us at sales@caseflowtech.com

Note: Standard message and data rates may apply. Opting out of certain SMS notifications may limit your ability to use some features.

Cookies and Tracking

You can control cookies through your browser settings:

  • Block all cookies
  • Accept only certain cookies
  • Delete existing cookies

Note that disabling cookies may affect your ability to use certain features of our Services.

Do Not Track: Our Services do not currently respond to "Do Not Track" browser signals. We collect information about your activity both during and after your use of our Services.

Mobile Permissions

You can control mobile app permissions through your device settings:

  • Location access
  • Contact access
  • Camera and photo access
  • Notifications

Account Deletion

You may request deletion of your account by:

  • Contacting us at sales@caseflowtech.com
  • Following account deletion procedures in your settings

Upon deletion, we will remove or de-identify your personal information, subject to:

  • Legal retention requirements
  • Legitimate business purposes
  • Technical limitations

Some information may remain in backups or archives for a limited period.

State-Specific Privacy Rights

California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You can request information about:
    • Categories of personal information we collect
    • Sources of that information
    • Purposes for collecting or selling it
    • Categories of third parties we share it with
    • Specific pieces of personal information we hold about you
  • Right to Delete: You can request deletion of your personal information, subject to certain exceptions.
  • Right to Opt-Out: You can opt out of the "sale" of personal information. Note: We do not sell personal information in the traditional sense.
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

How to Exercise Your Rights: To exercise these rights, contact us at:

  • Email: sales@caseflowtech.com
  • Mail: CaseFlow, LLC, Unit 3F, 348 E 78th St, New York, NY 10075

We will verify your identity before processing your request. You may designate an authorized agent to make requests on your behalf.

Other State Rights

Residents of other states may have similar rights under applicable state laws. Contact us to learn more about your rights.

Data Security

We implement reasonable security measures to protect your information, including:

  • Encryption of data in transit and at rest
  • Secure server infrastructure (AWS)
  • Access controls and authentication
  • Regular security assessments
  • Employee training on data protection

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security. You are responsible for:

  • Maintaining secure passwords
  • Protecting your account credentials
  • Limiting access to your devices
  • Promptly reporting security incidents

If you suspect unauthorized access to your account, contact us immediately at sales@caseflowtech.com.

Data Retention

We retain your information for as long as necessary to:

  • Provide our Services
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

Active Accounts: Information is retained while your account is active.

Closed Accounts: After account closure, we may retain certain information for:

  • Legal compliance (typically 7 years for financial records)
  • Fraud prevention
  • Dispute resolution
  • Legitimate business purposes

Aggregated Data: We may retain aggregated or de-identified data indefinitely.

International Data Transfers

Our Services are based in the United States. If you access our Services from outside the United States, your information will be transferred to, stored, and processed in the United States.

Data Protection Standards: The United States may have different data protection laws than your country. We implement appropriate safeguards to protect your information in accordance with this Privacy Policy.

EU/UK Users: If you are located in the European Union or United Kingdom, please note that the U.S. may not provide the same level of data protection as your jurisdiction. By using our Services, you consent to the transfer of your information to the United States.

Third-Party Services

Our Services may contain links to or integrate with third-party websites and services, including:

  • Payment processors
  • Cloud storage providers
  • Analytics services
  • Social media platforms

We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing them with information.

Third-Party Analytics: We use analytics services such as:

You may be able to opt out of certain third-party analytics through browser settings or the third party's opt-out mechanisms.

Communications Monitoring

We reserve the right to monitor, review, and analyze communications sent through our platform (including messages and SMS) for:

  • Fraud prevention and security
  • Quality assurance
  • Customer support
  • Legal compliance
  • Platform improvement

We do not:

  • Review communications for third-party marketing purposes
  • Sell communication content to third parties

Children's Privacy

Our Services are not intended for children under 13. We do not knowingly collect information from children under 13.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@caseflow.co. We will promptly delete such information.

Contact Us

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, contact us at:

CaseFlow, LLC

Unit 3F, 348 E 78th St

New York, NY 10075

Support: sales@caseflowtech.com

Website: www.withflowtech.com

California Privacy Requests: sales@caseflow.co

We will respond to your inquiry within a reasonable timeframe, typically within 30-45 days.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in:

  • Our information practices
  • Legal requirements
  • Service features
  • Business operations

When we make material changes, we will notify you by:

  • Posting the updated policy on our website with a new "Last Updated" date
  • Sending you an email notification
  • Displaying a prominent notice on our Services

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Your Consent

By using our Services, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.